Before you start
Have your business name and country ready, plus a customer's name, property address, service price, visit frequency and next visit date. Add your business contact details and payment instructions during setup so they are ready for invoicing.
Check your business country, currency, tax and invoice settings before issuing an invoice. Stripe is needed for online payment links; you can start scheduling, invoicing and recording payments without connecting Stripe or Xero.
When you are ready, use the payments, Xero and reminders guide to connect accounts and choose your customer follow-ups.
Use an internet connection for account setup and CSV import. Owners and administrators can import records. Crew members should ask their owner or administrator to do this.
Start with a small round. The free plan supports up to 10 active jobs in total, including jobs already in the account. Pending and in-progress jobs count towards that limit. Check your import's new-job count before continuing.
Try your first visit
- Set up your business. Create an account, then enter your business details in the setup flow. Team invitations and integrations can follow later.
- Add one customer and property. Enter the service price, frequency and next visit date, or use the CSV import below. Start with the next visit for each property.
- Check the scheduled work. Review the address, date and price. Assign the visit if a crew member will do it. Quotes are available when you need customer approval before booking work.
- Record the visit. Add work notes and any photos, then mark the job complete. Check the next date for a recurring visit.
- Review the invoice before sharing. Check the customer, service address, items, total, due date and payment instructions. Review your invoice settings to choose how completed work is invoiced. Record a payment once received and check the remaining balance.
The sample walkthrough shows these stages in the real customer, office and Android interfaces using fictional records.
For more detail, follow the guides to recurring visits and rain delays, crew handoffs and reviewing and sharing an invoice.
Before inviting your crew
Each person joins the same business workspace with an Owner, Admin or Member role. Choose the role for the work they will handle:
- Owner: manage operations, subscription billing, payment-account setup, reminder settings and team roles.
- Admin: manage customers, scheduling, quotes, invoices and imports; invite people and remove standard members.
- Member: update progress and notes on assigned visits, add photos and open customer contact details or directions.
Shared records. Members can view the business’s jobs, customers, properties, quotes, invoices, payments, expenses and saved business settings, including records beyond their assigned visits. Invite people who should have that visibility. Assignments organise field work; roles control which actions each person can take.
Only the owner can change someone’s role or transfer ownership. Review membership when people join, change responsibilities or leave the business.
Bring an existing round
Import customers, properties and jobs from a CSV spreadsheet file. If you are moving from another tool, export your records there first, keep a copy, then arrange the relevant columns to match the template. This is a CSV import, not a direct connection to your previous software.
The blank file contains column headings only. The example contains two fictional customers and two pending visits. Replace all example details and dates before using it for your business.
- Prepare the file. Open the blank template in your spreadsheet app and keep its headings. Use one row per property and next visit, then save as CSV. Keep phone numbers as text to preserve a leading zero or country code.
- Choose the file in Runcina. Open Import in the desktop sidebar or Import Data in the mobile menu. Import is also available from the setup guide. Select Choose CSV.
- Review the preview. Check rows read, valid rows, errors, and the create/skip counts for clients, properties and jobs. Fix errors in the file and choose it again. Nothing is imported just by viewing the preview.
- Confirm the import. Select Import CSV when the preview is correct. Wait for the result, then review the new records before importing the rest of your round.
Matching records are skipped, not updated. Customers are matched by email, name and phone, or name; properties by customer and address. Job matching also uses the date, status and job details. Changing those details can create another job, so check the preview each time.
This starter file does not bring across invoices, payments, photos or attachments. Keep those records separately. Imported jobs have no crew assignment until you assign them in Runcina.
CSV columns
The starter template uses these eight supported columns. The app's Download template control provides additional supported fields if you need more detail.
| Column | What to enter |
|---|---|
client_name | Required. Customer or business name. |
property_address | Required. The service address. Use a consistent address for repeat visits. |
property_price | Required. A non-negative number, such as 75.00. Use the currency selected for your business. |
property_frequency | Required. weekly, fortnightly, monthly or one-time. |
client_phone | Optional. Customer phone number; keep it as text in your spreadsheet. |
client_email | Optional. Customer email address. |
job_scheduled_date | Use YYYY-MM-DD, for example 2026-09-29, to add a pending visit. Leave this and job notes empty to import only the customer and property. |
job_notes | Optional visit notes. If you add notes, you must also supply a scheduled date. |
A frequency describes the property's recurring schedule; importing it does not fill a year's calendar. Start with each property's next visit and check the following visit after completing it.
After importing
- Check customer contact details, property prices, frequencies, visit dates and notes.
- Assign crew members where needed and check the visits in your schedule.
- If an import stops with an error, inspect your records before retrying: some records may already have been added. Check the next preview's create/skip counts.
- Keep your original export until you have checked the imported records and retained any invoices, payments or files outside this import.
Need help preparing a file? Contact support with the column headings and error message. Remove customer details from examples and do not email a complete client database.
No card to start. Add your first visit or prepare a small CSV import.